Production Coordinator in Bracknell

Position: Full-time, permanent (Monday to Friday, 9am to 5.30pm)

The Role

You will provide administrative support for Outside Broadcast (OB) events around the world, for a variety of clients from sports, music and reality television. You will be responsible for fulfilling crew requirements from employee and freelance resources; liaising with equipment managers and suppliers to ensure the availability of appropriate kit; and making necessary travel and accommodation arrangements for employees and freelancers. The Production Coordinator will offer a superior service to NEP clients, working in tandem with the assigned Technical Project Manager(s), Operations team and Department Heads of Sound, Camera and Vision, to ensure continuity of services and delivery from across the business. This is a varied role within an established team. The Production Coordinator will need to be resourceful, work well to deadlines, and be able to meet the demands of a fast‑paced, ever‑changing industry. This position will suit someone with previous experience in administrative, scheduling or coordination roles who is looking to develop their project and client management skills.

Responsibilities

• Deliver projects in a timely and efficient fashion.
• Book appropriate crew for events via telephone and email, recording and tracking activities using ScheduAll, including days booked and rates of pay to maintain accurate records.
• Build good working relationships with crew, both employees and freelance.
• Work with our travel agents to book UK and International accommodation and travel for crew members, if required.
• Act as a primary point of contact for all crew member enquiries; represent NEP and our core values at all times; manage and react to any changes brought on by unforeseen circumstances or changes by the client or crew.
• Work with the client and Technical Project Manager(s) to ensure all crew have the appropriate accreditations ahead of the OB event.
• Use systems such as Dataco to compile and manage information for the event.
• Ensure that planning sheets are communicated in advance to crew members and keep records, surveys and rig days up‑to‑date.
• Use Proactis to complete all purchase orders relating to the event, working with the Technical Project Manager(s) to ensure all costs are in line with the quote.
• Provide support to the Technical Project Manager(s) as and when required.
• Ascertain power and security arrangements for OB and arrange as necessary.
• Book Talk‑Back frequencies and licences as required.
• On completion of an OB, ensure that all additional expenditure, including costs incurred on site are signed off by the Technical Project Manager and accounted for by the finance team.
• Process all invoices from crew and kit/equipment companies accurately.

Client Management

• Provide exemplary account management to existing and new crew and clients.
• Leveraging relationships to maximise return on time invested and build lasting relationships.
• Devote time and effort into forged and developing relationships.
• Understand and comply with new and existing customer processes.
• Manage and liaise with crew and key client stakeholders to ensure satisfaction and future growth.
• Assist and manage the schedule of the crew and equipment effectively, with support from the Technical Project Manager(s) and Dept. Heads, to effectively deliver the show programme with the highest regard for safety and service.
• Promptly provide planning sheets/organisation chart/timeline etc as requested.
• Assist the Technical Project Manager(s) to ensure operation runs to plan, time and budget.
• Work in conjunction with the Technical Project Manager(s) to review costs and budgets on a regular basis.
• Work together to close the account, finalise with the client and bill/invoice no later than 1 week after the event date.
• Aim to bill core price in advance of the job and follow‑up with any agreed additions.

Commercial

• Collaborate with the Technical Project Manager and Scheduling Manager to confirm appropriate levels of staff (crewing), schedules, giving early indications of job requirements to determine who and what is available; relay scope and updates promptly; generate and maintain buy‑in from colleagues.
• Work with the Technical Project Manager to understand the project budget and the remit of the job (not limited to): operational parameters and budget.
• Control costs to ensure the project remains on target.
• Ensure all costs are captured in the accounting period to accurately reflect the margin in a timely fashion.
• Keep accurate schedules of your work patterns and ensure that information is communicated to Scheduling Manager for inclusion in ScheduAll.
• Understand the NEP contract waterfall, key deliverable dates and OB truck net revenue.
• Collaborate with peers to build an awareness of appropriate equipment, taking into consideration the third‑party rental equipment market and its implications for NEP commercial propositions.
• Understand the elasticity of supply and demand of internal core assets and the impact on job performance.
• Use of social media in a professional manner to build relationships.

Skills / Qualifications

• Minimum of 5 GCSE passes at grade C or above (including Maths and English), or equivalent.
• General computer literacy; good working knowledge of Microsoft Office skills, Word, PowerPoint, Excel, including the ability to use formulas.
• Mathematically competent.
• Ability to remain calm under pressure; lateral thinker.
• Strong and confident communicator with positive interpersonal skills; team player.
• Proven track record in customer service.
• Exceptional time management with the ability to prioritise workload and adhere to deadlines.
• Analytical with good negotiation skills.
• Meticulous attention to detail.
• Ability to work logically and systematically.
• Pro‑active and self‑motivated; ability to use initiative.